---
title: "Billing Other State of Connecticut Agencies"
canonical: "https://kb.uconn.edu/space/FPB/10879893609/Billing%20Other%20State%20of%20Connecticut%20Agencies"
format: markdown
---
Whenever another state agency is paying UConn, they must make that payment through Core-CT.

## Overview of the process

1. **UConn staff member enters an invoice** for goods and services through the Kuali Financial System (KFS) and routes it to the KFS-AR/CORE-CT Receivables group as an FYI.
2. **Accounts Receivable creates a Transfer Invoice (TI) in Core-CT** and emails the PDF of the TI to the staff member who created the KFS invoice.
3. **The staff member emails the TI** **to their contact at the other state agency** and asks them to submit a GIRO payment to UOCM1, Fund 12017.
4. When the payment arrives through Core-CT, **Accounts Receivable applies the payment** to the invoice in KFS.

## Creating the invoice in KFS

> ℹ️ If you cannot locate the agency when setting up an invoice, contact [accountsreceivable@uconn.edu](mailto:accountsreceivable@uconn.edu), as the agency may have been consolidated.

1. Navigate to **Accounts Receivable & Cash**.
2. Click on **Customer Invoice**.
3. Enter descriptive text for the invoice eDoc in the **Description **field.
4. Navigate to the **Customer Number **field.
  1. If you have the Customer Number, enter it in the space provided.
  2. Alternatively, you can use the search function to locate the Customer Number by clicking on the **magnifying glass** to the right of the Customer Number field.
    1. Once you click on the magnifying glass, the Customer Lookup screen will appear. Tab to the **Customer Name** field.
    2. Enter a portion of the agency name, surrounded by **asterisks (*)**.  For example, if you are looking for Central CT State University, you might search for “*Central*”.
    3. Click **Search**.
    4. The results will display all active customers who have that word as part of their Customer Name. Once the correct customer is located, click on the **Return Value** link.
    5. After selecting **Return Value,** KFS will route back to the invoice screen.
5. Enter additional data that may be helpful for the agency to identify the goods/services you are invoicing them for, including any purchase order numbers or contract information.  
:warning: **Accounts Receivable recommends obtaining a written contract or payment agreement whenever possible to avoid payment disputes.**
6. Include a specific contact name and email address in the **Attention Line Text** field.  
 :warning: **If you do not have an agency contact name and an email address for that contact, you must obtain one.**  When emailing the final State Transfer Invoice to the agency, you may Cc the agency’s general AP email address, but UConn must have a specific contact name and email address on file.
7. Enter the **Accounting Lines** and related details.  
:warning: **The service date field is required by state auditors.  **It is often referred to as the Billing Period.  If the service date spans multiple days (e.g., if the invoice covers a month, semester, or quarter) indicate the billing period in the Notes and Attachments section, in your attached backup, or a conspicuous section of the invoice.
8. Navigate to the **Notes and Attachments** section to enter important notes or attach backup.
  1. Backup can be any type of documentation that provides support regarding the charges being billed to the customer, such as emails, letters, reports, rosters, etc.  
:warning: **Departments are required to attach backup** when billing other agencies.
9. Navigate to **Ad Hoc Recipients**.  This will notify AR to create a transfer invoice in Core-CT once you click Submit.
  1. Enter *KFS-AR* in the **Namespace Code** field.
  2. Enter *CORE-CT Receivables* in the **Name** field.
  3. Click **FYI** from the drop-down menu in the **Action Requested **field.  
:warning: **Do not ad-hoc KFS-AR/CORE-CT Receivables as an Approver.**  This will not allow the invoice to move to a Finalized status after you finish creating it.  Only add the group as an FYI.
  4. Click the **ADD** button.
10. Click **Submit**. You will receive a message in the top left corner indicating that the document was successfully submitted. Submitted invoices will automatically receive a status of *FINAL* so long as you received the **Successfully Submitted** notification.

> ℹ️ **If you have successfully ad-hoc’d KFS-AR/CORE-CT Receivables as an FYI,** you will see the KFS-AR/CORE-CT Receivables group listed as an FYI when you click the “Route Log” dropdown near the bottom of the invoice.  An example is shown below.
> ℹ️ 
> ℹ️ **If you do not see KFS-AR/Core-CT Receivables listed as an FYI, Accounts Receivable will not be notified to create the transfer invoice. ** Please repeat step 10 and click the “Send AdHoc Requests” button.

![Screenshot of Route Log on a KFS invoice.  A red rectangle surrounds the Pending Action Requests section, where the Core-CT Receivables group is listed as an FYI.](media://faac9fc1-7d68-40e7-9b19-b2a7d764f7a2)

## Ad Hoc/Pending Action Requests & Route Log

Once an AR Manager is notified of the ad-hoc of the Core-CT invoice, Accounts Receivable will:

1. Create the Transfer Invoice (TI) in Core-CT.
2. Email you a PDF of the TI.
3. Ask you to forward PDF to the other state agency requesting payment.
  1. When emailing the PDF to contact at the state agency, ask them to submit a GIRO payment to UOCM1, Fund 12017.  AR will include these details when we forward you the PDF.
4. Apply the payment to the invoice in KFS when it is received in Core-CT.

> ℹ️ For questions regarding billing another state agency, contact the AR office at [accountsreceivable@uconn.edu](mailto:accountsreceivable@uconn.edu).

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